Security and printing: Finding a trusted partner in an age of AI, digital workplaces and paper

With printing and writing paper projected to continue increasing over the next decade — 55 million tons in 2025¹ — organizations must create a layered approach to security and printing. The rise of AI and nontraditional digital workplaces can make it even harder, creating the need to find trusted and reliable partners that value security.

Specifically, potential risks for printing can occur during the transmission of information to a printer, in (or stored in) the printer and the output, leading to potential data breaches or unauthorized access to sensitive or personally identifiable information (PII). Printers and copiers are often targeted because organizations have neglected security measures, outdated firmware and weak access controls. Secured printing helps meet compliance requirements, especially in highly regulated industries.

Automation processes and workflows that involve printing should be evaluated for secured handling. SaaS platforms with cloud printing capabilities that transmit data to printers should have secured data centers and protocols, with features like secured release using passcodes or ID badges for secured workflows. Without proper precautions, remote workers can unintentionally put organizational data in jeopardy. And, with the growth of remote and hybrid workers, security becomes even more crucial and requires new policies.

In-office printing must also examine how workflows should be secured from all devices such as a PC, smartphone or tablet to the printer (including when data stops at a printer server for routing), and how securely a printer handles the data it receives. Similarly, without secured practices, integrations with cloud and on-premises applications can be points of risk.

Taking a comprehensive approach to security and printing requires prioritizing solutions and devices that are designed with security in mind. This includes a closer look at five layers of organizational security: workforce, information, device, network, and application.

Printer security can be viewed from these perspectives:

• Workforce and user security: Assessing risk impact and identifying vulnerabilities can prevent attacks. Create security protocols and policies for remote, hybrid and office workers around printing authentication and authorization (like zero trust, single sign-on, multifactor authentication, security chips, account controls, badges and more).

• Information, data and document security: Transforming unstructured data into structured, searchable data — using AI-based tools, such as intelligent document capture, and file classification — is necessary to safeguard information in transit to or from printers. Encrypting print data, code reviews and penetration testing will help fortify printers. Similarly, implementing a records information management program ensures organizations can comply with regulatory and legal requirements — and documents are secured properly. Considerations should also include retention and disposal policies and procedures post-printing.

• Device security: Besides device, network and user authentications and firmware management, organizations should consider fax line security, physical ports (e.g. USBs), locked print, copy data, compulsory time stamps, and temporary data removal. Common Criteria Certifications verify protection provided by multiple security technologies against many security threats.

Organizations can use a trusted partner or provider to improve security by using AI-powered devices and software. For example, platforms and printers with AI capabilities and real-time data analytics can send alerts for breaches and potential authentication issues as well as provide secured print-routing options.

Cloud-based solutions are often better because they can be updated as new technology and security measures are released, which is not as easy with on-premises equipment. Workflow automation using AI technology can also modernize and secure print processing, decreasing potential risk points.

Our solutions are purpose-built with security features and capabilities in mind. Here are just a few of our highlighted solutions you may want to consider for the future.

Device security

• IoT Command Center: Enable real-time problem detection, resolution and actionable insights from connected devices with an all-in-one device-agnostic platform.

• RICOH CloudStream: Streamline print, scan and device management with a flexible cloud-based platform.

• RICOH Streamline NX: Simplify device management, printing, scanning and critical service alerts with a scalable integrated platform solution.

User security

• On-site or off-site IT Services and Support: Empower employee productivity and data security with managed IT services that help you stay competitive with technology and services that keep your data secured, enable remote workers, simplify cloud migrations, manage IT infrastructures, and more.

• Take an IT Health Check: Let our team of experts help you find security gaps and vulnerabilities.

Document security

• DocuWare: Securely save, store, manage, and share documents — regardless of format or source — from anywhere, with automated workflows in this intelligent document processing platform.

• Laserfiche: Centralize secured enterprise information, content and workflow management in one platform that also addresses records management and employee productivity.

Data security

• Ransomware containment: Protect your data and minimize the damage with a last line of defense.

• Encryption — There are many ways to encrypt your data on printers, faxes, networks, applications, software and hardware. Our IT Services team can assist.

Selecting a trusted printing partner requires careful evaluation of key factors such as industry certifications, robust security protocols and a strong reputation for quality and reliability. When you are evaluating a new partnership, here are some top considerations:

• Look for certifications like Common Criteria, ISO standards, SOC 2 Type II, NIST Cybersecurity Framework, PCI DSS, HIPAA, GDPR, FedRAMP and others

• Ensure the provider follows stringent data security measures, especially for confidential or sensitive printing

• Inquire about a proven track record, positive client reviews and customer references

• Ask about transparency and accountability in pricing, processes and problem-resolution

• Recognize an established provider with years of expertise is more likely to anticipate challenges and deliver consistent, high-quality results

Security and printing are necessary for streamlined, efficient and trustworthy organizations — and could make or break potential growth.

Are you ready to join the other 1.4 million customers who put their trust in our secured practices, solutions and services?